Unified Global Entity Ledger: The Single Source of Truth
The Non-Managed Entities Self-Serve feature empowers clients to upload, manage, and edit information for non-Vistra managed entities. This feature allows clients to establish a single source of truth and achieve a unified global entity ledger.
With strict privacy controls, clients retain full control over their sensitive data, ensuring it remains within their organization, preventing Vistra staff from accessing them through the platform.
With this feature, users can look to:
Efficiently onboard non-Vistra managed entities with minimal required information.
Maintain data privacy and ownership.
Navigate entity creation and editing processes with a user-friendly, tabbed interface.
Key Features and Capabilities
Simplified Onboarding ✨
The onboarding process is designed for efficiency and flexibility, removing friction from the entity onboarding process.
Reduced Mandatory Fields:
Users are required to populate details essential for validation, such as company name, jurisdiction, and registration number etc.
Optional KYC Fields:
Frictionless onboarding prioritises flexibility by focusing on collecting only essential information for record validation, while non-critical fields remain optional.
This approach allows users to provide additional information (e.g, identification and residency details), at their discretion without unnecessary barriers to entity onboarding.
Save Incomplete Records:
Incomplete entity records with missing directors, shareholders, or share allocation can be saved as “Draft Entities,” allowing users to complete the onboarding process at a later time.
Easily identify and segregate incomplete legal entity records for later updates while ensuring clarity on the distinction between draft and live entities.
Enhanced Privacy and Security 🔐
Preserving the privacy of sensitive data is the cornerstone of this feature.
Role-Based Access Control (RBAC):
Enforce strict boundaries by ensuring sensitive data and client-uploaded documents remain hidden from Vistra staff.
Data Redaction:
Sensitive metadata, including names, addresses, ID numbers of records not related to Vistra managed entities are redacted from Vistra staff.
Document Restrictions:
Client-uploaded documents for non-Vistra managed entities are not visible to Vistra staff on the platform.
Government-generated or publicly-available data remains visible for compliance purposes.
Streamlined User Experience 🙋🏻
The new tabbed forms interface significantly improves the usability of entity creation and editing workflows.
Features
Self-Serve Entity Creation and Management
Create Non-Managed Entities:
Users can upload entity information individually through the UI or import in bulk using the spreadsheet import template provided.
Editable Fields:
All entity fields are editable post-creation, ensuring flexibility to update information as needed.
Delete Entities:
Non-Vistra users can delete non-Vistra managed entities - a confirmation step prevents accidental actions.
Tabbed Interface for Entity Management
Entity Details Tab:
Core entity information such as entity name, entity type, registration number, jurisdiction, and financial year-end.
Directors Tab:
List of directors acting for the Legal Entity (individuals or corporate entities).
Share Allocation Tab:
Manage shareholder information and share distribution.
Documents Tab:
Upload and manage documents related to the Legal Entity.
Directorships Tab:
View entities in which the current entity serves as a corporate director.
Shareholdings
View entities in which this entity holds ownership shares.
Privacy Controls: Redaction Rules & Access Principles
The redaction logic ensures that sensitive data and documents related to non-Vistra managed entities remain private while allowing Vistra users to perform essential tasks for managed entities. Here’s how access is determined:
No Redaction for Managed Entities 🔓
If an identity record (individual or entity) is a immediate relation to at least one Vistra-managed entity, Vistra users have full access to all fields.
Should the same identity (with an immediate relation to a managed entity) be related to a non-managed entity, only the non-managed entity’s sensitive data will remain redacted (assuming that non-managed entity does not have an immediate relation to the managed entity).
Redaction applies only if the identity/entity has no direct relation to a Vistra-managed entity;
Scenario | Vistra see identity details? | Vistra see non-managed entity details? | Vistra see KYC Documents? | Vistra see user-uploaded Documents? |
Only managed entities | ✅ | ✅ | ✅ | ✅ |
Both managed and non-managed entities | ✅ | ✅ | ✅ | ✅ - only for docs related to managed entity |
Only non-managed entities | ❌ | ❌ redacted | ❌ hidden | ❌ hidden |
KYC Document Redaction 📄
KYC documents related to individuals are automatically hidden if they are not linked to any Vistra-managed entity.
This ensures that personally identifiable information (PII) remains secure and accessible only where necessary.
Editing Rights & Redaction Handling ✏️
Records with redacted metadata will not be editable by Vistra user.
Redaction will not apply to managed entity related metadata and identities. Vistra users can therefore view and edit these records.
Document Access Control 📂
Documents uploaded by non-Vistra staff to non-Vistra managed entities are completely hidden from Vistra users.
Operational Principles: Why This Matters ⚡
Vistra users require access to managed entity data to handle corporate actions, CoSec submissions, and client follow-ups efficiently.
Redaction only applies to non-managed entities, ensuring a balance between operational efficiency and data privacy.
Audit Logging 📜
All actions on sensitive data are audit logged, ensuring accountability and compliance.
How It Works
Creating a New Entity
Navigate to the Legal Entities page and select “Create Entity.”
Fill in the mandatory fields (e.g., Company Name, Jurisdiction, Registration Number).
Optionally, add directors, shareholders, and share allocation details.
Save incomplete records if needed, which will be marked as “Draft Entities.”
Editing an Existing Entity
Select the entity from the Legal Entities page.
Use the tabbed interface to navigate to the section you wish to edit.
Make the necessary changes and save your updates.
Privacy and Permissions
Vistra Users: Sensitive data is automatically redacted, and client-uploaded documents for non-Vistra managed entities are concealed.
Non-Vistra Users: Full access to all data and uploaded documents.
User Benefits
Data Integrity 🎯 : Establishes a single source of truth for all non-Vistra managed entities.
Efficiency ⏩ : Streamlines entity onboarding with minimal required fields and draft-saving functionality.
Privacy Control 🔒 : Ensures sensitive data is strictly contained within the client organization.
User-Friendly Interface 📊 : Simplifies entity creation and management through an intuitive tabbed workflow.
Use Cases
✅ For Corporate Secretaries: Easily maintain accurate and up-to-date records for non-Vistra managed entities.
✅ For Compliance Teams: Ensure data privacy compliance while managing entity details securely.
✅ For Entity Owners: Maintain full control and flexibility over entity records, adding information at their own pace.
Future Enhancements
Tagging and Search Functionality
A tagging feature is planned for future development to further enhance data management. This will allow users to:
Tag entities with custom labels.
Search and filter entities by tags for better organization and usability.
Integration with Managed Entity Services
Future iterations may include prompts to suggest Vistra’s services for managing non-Vistra entities, providing users with an easy transition to fully managed solutions.
Contextual Editing
Users can add/edit specific sections (e.g., Share Allocation) directly without navigating through sequential multi-step process or unrelated sections.
Intuitive guidance
Design cues and tooltips guide users on the missing information required to transition a record from a Draft Entity to a Live Entity.
Summary
The Non-Managed Entities Self-Serve feature provides a seamless way to onboard and manage non-Vistra managed entities while ensuring data privacy and user control. By combining flexibility, security, and efficiency, this feature allows organizations to establish a unified global entity ledger within the Vistra Platform.